Summary

The Admin Coordinator is responsible for supporting daily administrative operations, ensuring timely and accurate document management, coordinating operational tasks, monitoring maintenance schedules, and facilitating smooth workflow across the organization. This role also involves preparing policies, SOPs, and workflows, training junior staff, and ensuring tasks are proactively followed up and completed on time.

Duties and Responsibilities

Core Operations:

• Coordinate and monitor pest control activities; ensure scheduled visits are completed and documented.
• Conduct accommodation inspections (daily, weekly, monthly, quarterly) and maintain incident reports, checklists, and emails.
• Manage stationery and office supplies, ensuring timely issuance, record-keeping, and notifications in case of vendor stock shortages.
• Monitor subcontractors: assign daily tasks, provide tools, ensure attendance and submit POs.
• Oversee AC and genset preventive maintenance schedules; document completion of seasonal AC maintenance and genset service per operating hours.
• Maintain inventory records of incoming/outgoing items and perform quarterly stock verification.
• Initiate and follow-up quotations and payments, ensuring timely action and continuous follow-up until completion.

Travel & Document Management:

• Upload travel-related documents and verify tickets with accuracy and timeliness.
• Ensure proper document filing, scanning, and record-keeping for fleet and operational documents.
• Update and maintain training materials, SOPs, workflows, and policies; conduct internal briefings and knowledge sharing.
• Perform asset clearance and maintain documentation for compliance.
• Review and respond to emails and internal audit requests per SLA and sample-based checks.

Governance & Compliance:

• Review, update, and track SOPs, workflows, policies, and CAR/non-compliance findings.
• Support junior staff through training, coaching, and on-the-job guidance.
• Monitor adherence to company policies and support compliance initiatives.

Discipline & Performance:

• Maintain attendance and punctuality per company standards.
• Proactively identify operational issues and implement practical solutions.
• Maintain accurate records, reports, and documentation to ensure audit readiness.

Job Requirements

Requirements:

• Minimum 2–3 years of administrative or operational coordination experience.
• Strong document management and writing skills; able to draft and update policies, SOPs, and workflows.
• Basic understanding of building/facility maintenance (AC, genset, general site operations).
• Demonstrated experience in training and mentoring junior staff.
• Problem-solving skills; able to identify issues and propose practical solutions.
• Strong follow-up skills, ensuring timely completion of tasks, requests, and approvals.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and administrative/travel systems.
• Ability to work independently, prioritize tasks, and proactively manage workload.

Competencies:

• Attention to detail and accuracy in documentation and reporting.
• Organizational and time management skills.
• Proactive approach with strong follow-up and task tracking abilities.
• Team player with the ability to train, coach, and guide junior staff.
• Analytical mindset with problem identification and solution implementation skills.
• Adaptable and able to manage multiple priorities in a fast-paced environment.

Performance Metrics:

• Completion of core operational tasks (pest control, inspections, PMS, inventory, stationery issuance) as per schedule.
• Timely follow-up of quotations, payments, and travel requests.
• Accuracy and timeliness in document filing, SOP updates, and training material dissemination.
• SLA compliance for email responses and task completion.
• Positive feedback from team and management on training, problem-solving, and follow-up performance.

To Apply

To apply, email your CV and other relevant documentation to [email protected]. Please include the Job ID "#26195" in the email's subject to ensure your application is processed.